Executive Assistant To Director

Job Title:

Location:

Key Responsibilities

Administrative Support

• Manage complex and dynamic calendar, appointments, and travel plans.
  
• Organize internal and external meetings, board sessions, and strategic reviews.
  
• Track tasks, commitments, deadlines, and confidential matters.
  
• Prepare reports, presentations, agendas, and correspondence.
  
• Coordinate office filing systems, document archiving, and contact databases.
  

Communication & Coordination

• Serve as a key point of contact for stakeholders, visitors, and staff.
  
• Maintain effective liaison between the Director and internal/external parties.
  
• Respond to general queries and coordinate timely dissemination of information.
  
• Handle sensitive information with discretion and integrity.
  

Finance & Legal

• Process and track expense reports and budgets.
  
• Assist in monitoring departmental spend within approved guidelines.
  

Information Management

• Conduct internet research and prepare executive summaries or briefing notes.
  
• Maintain and update directors work plans and action trackers.
  
• Support internal communication strategies, intranet content, and publication coordination.
  

Qualification & Skill Sets

• Graduate/Postgraduate in Business Administration or related field.
  
• Diploma in Office Management or Secretarial Service (added advantage).
  
• Minimum 3+ years of EA experience supporting senior leadership (preferably in manufacturing).
  
• Fluent in English; basic knowledge of Kiswahili is an asset.
  
• Strong interpersonal, written, and verbal communication skills.
  
• High proficiency in MS Office Suite and business productivity tools.
  
• Exceptional organizational, prioritization, and problem-solving skills.
  
• Discreet, proactive, resourceful, and detail-oriented.
  
• Willingness to be accessible 24/7 via at least one communication mode.
  

Key Traits

• Professionalism & confidentiality
  
• Emotional intelligence & diplomacy
  
• Client/stakeholder-focused
  
• Adaptable & open to change
  
• Initiative-driven with high accountability